Administrative Support Coordinator in City of Westminster

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Administrative Support Coordinator.

The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding health and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $54,516 per year, commensurate with qualifications and experience.

Work Arrangements

Flexibility to telecommute two days a week, with three days on-site at the main headquarters in Long Beach, California.

Premium Benefits

• Comprehensive Health, Dental, and Vision Benefits
• 15 paid holidays a year
• Tuition waiver education program (also applies to eligible family members)
• Membership in the California Public Employees Retirement System (PERS)

Position Information

The California State University, Office of the Chancellor, is seeking an Administrative Support Coordinator to provide advanced administrative and operational support to the Vice Chancellor and Strategic Enrollment Management and Student Success (SEMSS) Executive Office. The incumbent coordinates complex executive calendars, division-wide meetings, high-profile events, and executive office operations while serving as a central point of contact for internal and external stakeholders.

Responsibilities

Under the general direction of the Manager of Executive Engagement and Strategic Operations, the Administrative Support Coordinator will perform duties as outlined below:

• Executive & Administrative Coordination
  • Manage complex calendars for the Vice Chancellor and Chief of Staff, including prioritising requests, resolving conflicts, and aligning scheduling with divisional and systemwide priorities.
  • Coordinate and monitor division email accounts and shared calendars; draft, edit, and respond to correspondence on behalf of the division.
  • Serve as a primary point of contact for internal and external stakeholders, including campus leaders, systemwide partners, and external constituents.
  • Maintain division email distribution lists and stakeholder contact databases, ensuring accuracy and timely updates.
  • Provide administrative and clerical support to the Executive Office, coordinating activities with executive office managers and leadership staff.
  • Evaluate existing administrative procedures and recommend operational improvements and workflow enhancements.
• Meeting & Project Coordination
  • Coordinate all aspects of executive and division meetings, including agenda preparation, development of briefing materials, and post-meeting follow-up.
  • Prepare, format, and distribute professional documents, reports, presentations, and meeting materials.
  • Track action items and support implementation and follow-through on meeting outcomes.
  • Independently manage multiple projects and assignments with competing priorities, ensuring timely completion and alignment with divisional goals.
• Event & Engagement Coordination
  • Plan, organise, and execute division meetings, interviews, visits, and events, ensuring coordination of all logistical arrangements.
  • Manage event logistics including securing approvals, coordinating invitations and RSVPs, reserving event space, arranging catering, and coordinating vendors.
  • Conduct site research and coordinate facility arrangements, including collaboration with Chancellor’s Office Conference Services for external events.
  • Provide on-site and off-site event support to ensure successful execution of division engagements.
  • Maintain detailed event records and assist with processing event-related expenses and materials.
• Financial & Travel Coordination
  • Coordinate and process travel arrangements for Vice Chancellor Executive Office staff, including travel requests, itineraries, conference registrations, and reimbursements.
  • Prepare and process travel documentation in accordance with CSU policies and procedures.
  • Assist with reconciliation of travel and office expenses using Concur and support monthly Universal Card reconciliation.
  • Support procurement processes, including inventory management, researching and purchasing supplies, and processing expenditures in compliance with CSU CO policies.
  • Liaise with vendors to obtain receipts, resolve discrepancies, and ensure accurate financial documentation.
  • Monitor VC’s expenditures and reconcile transactions to ensure compliance with CSU policies.
• Operational Support & Office Coordination
  • Maintain organised electronic and physical filing systems, records, and administrative processes in alignment with CSU policies and retention requirements.
  • Coordinate administrative workflows and activities across the division and with other Chancellor’s Office units.
  • Implement process improvements to enhance efficiency and effectiveness of office operations.
  • Provide administrative support for special projects and divisional initiatives.
• Other Duties as Assigned
  • Perform other duties as assigned in support of division priorities, including general administrative support and special projects.
  • Provide lead work direction, training, and oversight to student assistants in routine office functions.
  • Collaborate with other Chancellor’s Office departments on cross-functional projects, events, and activities.

Qualifications

This position requires:

• High school diploma or equivalent combination of education and progressively responsible administrative experience, preferably in an executive-level environment.
• A minimum of three years of administrative executive experience supporting senior leadership managing complex administrative operations.
• One year experience in event coordination or project management.
• Experience coordinating multiple priorities, managing executive calendars, travel and handling confidential information.
• Comprehensive knowledge of office methods, procedures, and practices.
• Ability to independently interpret and apply policies and procedures and use judgment and discretion in complex situations.
• Ability to manage multiple priorities and projects with minimal supervision.
• Strong organisational skills and exceptional attention to detail.
• Advanced written and verbal communication skills, including drafting executive-level correspondence.
• Ability to handle sensitive and confidential information with a high degree of professionalism.
• Ability to anticipate needs, problem-solve, and implement practical and effective solutions.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and work independently in a fast-paced executive office.
• Strong interpersonal skills and ability to interact effectively with high-level administrators and external stakeholders.
• Proficiency in Microsoft Office Suite and administrative systems.

Preferred Qualifications

• A degree from an accredited college or university, preferred.
• Experience in higher education, public sector, or a large, complex organisation, highly preferred.
• Working knowledge of CSU or higher education systems, policies, and procedures preferred.

Application Period

Priority consideration will be given to candidates who apply by August 10, 2026. Applications will be accepted until the job posting is removed.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, the CSU provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, colour, ethnicity, or national origin. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

COVID-19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH).

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check prior to assuming this position.